Purchasing Specialist III
City of Stonecrest, Stonecrest, GA, United States
Under general supervision of the Procurement Official, the Procurement Specialist II will assist the Procurement Official in daily tasks, including but not limited to assisting the various departments with the procurement of goods, services, construction and professional services while ensuring compliance with the City’s Purchasing Policy, State Purchasing Act (Official Code of Georgia Annotated in (O.C.G.A.) Section 50-5-50 et seq.), Georgia Statutes, City Charter, as well as state, local, and federal laws.
Provides professional level category support in a variety of procurement activities. Participate in on‑going category and vendor performance management, review purchase orders, purchase requisitions, bids, specifications. Prepare and maintain a variety of purchasing and procurement related records, files, lists and forms; respond to inquiries and provide information regarding purchasing and procurement activities; and perform other work as required.
Negotiate contract agreements for products and services; assess contractor performance to identify the need for amendments; prepare and edit contracts between the company and potential clients.
Assist the Procurement Manager in the formulation of office policies, procedures and programs as they pertain to the procurement operations.
Ensure compliance with legislation, internal guidelines, regulatory requirements, and funding source (grant) requirements.
Review, correct and research department’s specifications, scopes of services, statements of work to ensure competitive and non‑restrictive requirements.
Manage, prepare, and analyze competitive sealed bids through Invitations to Bid (ITB’s), competitive proposals through Request for Proposals (RFPs), Requests for Qualifications (RFQs), and Requests for Quotations (RFQs), Requests for Information (RFI), Sole Source, etc.
Prepare and post solicitations for advertising. Prepare notices and posts on the Georgia Registry.
Evaluate vendor responses for responsiveness, responsibility, and compliance with solicitation requirements.
Conduct pre‑bid/proposal meetings/conferences and bid openings.
Perform solicitation award process, prepare requisitions for the issuance of purchase orders and/or draft and route contracts for execution award as required.
Prepare memoranda and forms for solicitations, make recommendations for award/rejection of solicitations, or responses to vendor issues.
Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence, and related follow‑up.
Perform contract management, coordinate and maintain City contracts, services, and leases.
Review and analyze existing contracts prior to expiration to assist with determining whether the contract should be renewed or re‑solicited and prepare recommendations for renewal and process contract renewals.
Enter requisitions as needed.
Establish and maintain procurement files, records, lists and databases; maintain list of expired contracts; destroy archive records in accordance with established record keeping requirements including vendor catalog files, sole source files, vendor lists, signing authority lists, formal procurement files and other pertinent documentation; compile information and maintain procurement activity reports; prepare a variety of reports upon request.
Assist with Purchasing Card transactions and reconciliation reviews.
Respond to requests for information.
Review and process new vendor registrations.
Assist in the maintenance of existing vendor registrations (updating of vendor information and forms, as needed).
Assist with the maintenance of City fixed asset inventory, assign City identification tags to items as appropriate, assist with tracking and monitoring the movement of fixed assets; participate in the disposal of surplus and/or obsolete items.
Review, analyze and resolve purchasing and procurement issues. Determine the appropriate terms, conditions, pricing structure, specifications, and forms for assigned procurements.
Assist with responding to open records request.
Assist in training City staff in all facets of purchasing and purchasing card policies, procedures and processes/systems.
Conduct and participate in presentations and outreach events.
Attend professional trade shows, conferences, and workshops.
Perform related work as assigned.
Minimum Qualifications
Associate’s degree in business administration, procurement, or related field with five (5) years’ experience in purchasing and/or contract administration. Preferred Education & Experience
A bachelor’s degree in business administration, or a related area, plus three (3) years’ experience in government procurement. Certificates, Licenses and Registrations
Certification by Georgia Department of Administrative Services or equivalent (e.g. Georgia Certified Purchasing Associate or Certified Public Purchasing Buyer) is preferred. Certified Professional Contracts Manager (CPCM) is preferred. Knowledge, Skills and Abilities
Familiarity with public procurement terms, process, requirements, and laws. Intermediate knowledge of a cloud‑based ERP system in addition to Microsoft Office Suite applications. Knowledge of administrative and office management procedures and methods. Organizational and project management skills. Knowledge of departmental structure and operations. Display effective oral and written communications skills, exercise diplomacy. Ability to build effective relationships within the department, the organization and with outside contacts. Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information. Intermediate use of computer hardware and office equipment. Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes. Prioritize and plan work activities and use time efficiently. Demonstrate accuracy and thoroughness, monitor own work to ensure quality and apply feedback to improve performance. Interact and communicate clearly with coworkers, citizens and vendors in a courteous, friendly manner. Manage difficult situations, respond promptly to needs, solicit consultant feedback to improve service, respond to requests for service and assistance and meet commitments. Exhibit tact, consideration, and patience in difficult situations. Approach sudden, unexpected challenges effectively with confidence. Punctual, follow instructions, respond to management direction and solicit feedback to improve performance. Problem solving: identify and resolve problems efficiently; gather and analyze information; develop solutions; use reason. Planning/organizing: prioritize and plan work activities; use time efficiently; plan for additional resources; organize or schedule other tasks; develop realistic action plans. Oral communication: speak clearly and persuasively; listen and get clarification when necessary; respond well to questions; demonstrate presentation skills; participate in meetings. Written communication: write clearly and concisely; edit work; present numerical data effectively; read and interpret written information. Knowledge of current and legally binding contractual language and terminology.
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Associate’s degree in business administration, procurement, or related field with five (5) years’ experience in purchasing and/or contract administration. Preferred Education & Experience
A bachelor’s degree in business administration, or a related area, plus three (3) years’ experience in government procurement. Certificates, Licenses and Registrations
Certification by Georgia Department of Administrative Services or equivalent (e.g. Georgia Certified Purchasing Associate or Certified Public Purchasing Buyer) is preferred. Certified Professional Contracts Manager (CPCM) is preferred. Knowledge, Skills and Abilities
Familiarity with public procurement terms, process, requirements, and laws. Intermediate knowledge of a cloud‑based ERP system in addition to Microsoft Office Suite applications. Knowledge of administrative and office management procedures and methods. Organizational and project management skills. Knowledge of departmental structure and operations. Display effective oral and written communications skills, exercise diplomacy. Ability to build effective relationships within the department, the organization and with outside contacts. Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information. Intermediate use of computer hardware and office equipment. Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes. Prioritize and plan work activities and use time efficiently. Demonstrate accuracy and thoroughness, monitor own work to ensure quality and apply feedback to improve performance. Interact and communicate clearly with coworkers, citizens and vendors in a courteous, friendly manner. Manage difficult situations, respond promptly to needs, solicit consultant feedback to improve service, respond to requests for service and assistance and meet commitments. Exhibit tact, consideration, and patience in difficult situations. Approach sudden, unexpected challenges effectively with confidence. Punctual, follow instructions, respond to management direction and solicit feedback to improve performance. Problem solving: identify and resolve problems efficiently; gather and analyze information; develop solutions; use reason. Planning/organizing: prioritize and plan work activities; use time efficiently; plan for additional resources; organize or schedule other tasks; develop realistic action plans. Oral communication: speak clearly and persuasively; listen and get clarification when necessary; respond well to questions; demonstrate presentation skills; participate in meetings. Written communication: write clearly and concisely; edit work; present numerical data effectively; read and interpret written information. Knowledge of current and legally binding contractual language and terminology.
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